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FY 2015 Universal Pre-Kindergarten Renewal Grant (Fund Code 511):

FY 2015 Universal Pre-Kindergarten Renewal Grant (Fund Code 511): . Renewal Conferences April 2014. Renewal Conferences. Today’s Agenda. Welcome Overview of the FY 2015 UPK Grant Application: Questions and Answers Purpose Eligibility Grant Priorities and Requirements

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FY 2015 Universal Pre-Kindergarten Renewal Grant (Fund Code 511):

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  1. FY 2015 Universal Pre-Kindergarten Renewal Grant (Fund Code 511): Renewal Conferences April 2014

  2. Renewal Conferences

  3. Today’s Agenda • Welcome • Overview of the FY 2015 UPK Grant Application: • Questions and Answers • Purpose • Eligibility • Grant Priorities and Requirements • Narrative Questions • Projected Deliverables • Reporting • Funding • Budget Guidelines and Allowable Use of Funds • Online Application and Mail Submission Process • Grant Posting/Grant Timeline/Submission Deadline • Grant Application Components

  4. Questions and Answers • To ensure consistency in responses, please email questions by April 22, 2014 at 4:00 PM to EECSubmission@MassMail.State.MA.US • Subject line: FY 2015 UPK – Fund Code 511 • The Questions and Answers document will be posted on or around April 29, 2014 . • The Questions and Answers document then becomes an official part of the Grant Application.

  5. Grant Overview • This is a renewal grant: • Only the agencies and programs that received UPK funding in FY 2014 are eligible to apply for the renewal grant funds. • The FY 2015 grants are not intended to expand current grantees’ UPK programs. • Programs must continue to fund the UPK classrooms and family child care homes selected for funding by EEC in FY 2014. • In order to be eligible for the UPK renewal grant, designated classrooms and/or family child care homes must meet all of the criteria outlined in the following slides. 5

  6. Purpose

  7. Priorities

  8. Eligibility Requirements • Criterion 1: • All programs must be ‘Self-Assessed – Final Submitted’at a level 3 or above in the Massachusetts QRIS Program Manager. • All programs must be EEC Licensed or License-Exempt. • All programs must provide a developmentally appropriate program. • All programs must provide a competitive compensation package for lead teachers. • Criterion 2: • All programs must also have an income-eligible contract, and/or voucher agreement in place and be willing to accept EEC-subsidized or low-income children. 9

  9. Eligibility Requirements (cont…) • Criterion 3: • All programs must provide access to full-day, full-year services for working families. • Criterion 4: • All programs must have current accreditation or a non-expired Child Development Associate (CDA) credential or higher for family child care educators (AA, BA, or Master’s degree). • Criterion 5: • All classrooms must be serving preschool-aged children (age 2 years 9 months to kindergarten eligible in the community in which they live). 

  10. Eligibility Requirements (cont…) • Criterion 6: • All programs must demonstrate that they serve “high needs children.” • Criterion 7: • All programs must collect and enter formative assessment data for each child in the classroom. • All programs must satisfactorily complete and submit all prior year data assessment reports. • Criterion 8: • All programs must demonstrate pre-kindergarten to third grade alignment with the school district in which they are located.

  11. Required Services 1. UPK Funds: • UPK funds must continue to be used to support the 13 UPK goals listed in the Priorities Section of this grant application. 2. Quality Rating and Improvement System (QRIS): • Continue to support program activities that maintain and/or enhance upward mobility in EEC's QRIS Program Manager. • Continue to ensure that all of the required measurement tools are completed and all of the required documentation is attached to their online applications in EEC's QRIS Program Manager for Level 3 or higher. • Agree to allow EEC's Program Quality Specialists to conduct technical assistance site visits to review documentation and to conduct environment rating assessment observations per the requirements of Level 3 in QRIS. • Agree to allow an outside reliable rater to conduct an on-site environment rating assessment of the program by use of the ECERS or FCCERS per the requirements of Level 4 in QRIS.

  12. Required Services (cont…) 3. Professional Qualifications (PQ) Registry: • Continue to ensure that all program staff, along with their respective titles, be registered in EEC's PQ Registry. Programs must ensure that no staff members are in an "expired" status. All staff members must have "Active" PQ Registry IDs. 4. Student Formative Assessment Reporting: • Continue to enter formative assessment data for each child participating in the designated UPK classroom(s) per the deadlines articulated in the Reporting Section of this Grant Application. • If programs do not currently have the capacity to enter formative assessment data electronically, FY2015 funds must be prioritized for this purpose. The electronic component of the assessment systems involves purchasing, receiving training in, and implementing one of the following: Work Sampling System, High Scope Child Observation Record, or Teaching Strategies GOLD.

  13. RequiredServices (cont…) 5. Student/Classroom Information Reporting: • Continue to provide EEC with information as to the risk factors associated with the identified "high needs children" per the requirements articulated in the Reporting Section of this Grant Application. • Continue to provide EEC with information as to the total number of "high needs children" that are participating in the designated UPK classroom(s) per the requirements articulated in the Reporting Section of this Grant Application. • Provide EEC with the demographic information for each student participating in the designated UPK classroom(s) per the requirements articulated in the Reporting Section of this Grant Application 6. Brain Building in Progress: • Continue to incorporate the approved tagline for the Brain Building in Progress initiative.

  14. Reporting UPK Student/Classroom Reporting: • The UPK programs will be required to complete the High Needs Children Summary Form in the Online Application as part of their grant proposals due on May 14, 2014. • When completing the High Needs Children Summary Form, programs will use a site-specific, unique identification number for the identified high needs children in the classroom rather than using the students’ names when reporting the high needs children to EEC. • Programs will be required to complete the section of the UPK Site Survey that addresses the following information: (1) the total number of "high needs children" participating in the designated UPK classroom(s); (2) the total number of English Language Learners participating in the designated UPK classroom(s); and (3) the demographic information for each student participating in the designated UPK classroom(s).

  15. Reporting (cont…) Continuous UPK Student/Classroom Reporting: • Programs will be required to complete the High Needs Children Summary Form in the UPK Site Survey twice per year as part of the reporting requirements. • EEC recognizes that programs might not have the same high needs children at different points of the year. If this is the case, programs must notify EEC via email and provide the newly identified high needs child with a different unique identification number when completing the High Needs Children Summary Form for each deadline. • Programs will continue to complete the sections of the UPK Site Survey that address: (1) the total number of "high needs children" participating in the designated UPK classroom(s); (2) the total number of English Language Learners participating in the designated UPK classroom(s); and (3) the demographic information for each student participating in the designated UPK classroom(s) for each deadline.

  16. Reporting (cont…) Reporting Deadlines for UPK Student/Classroom: • Fall Reporting Deadline: December 31, 2014 (for data collected between July 1 and December 31, 2014). • Spring Reporting Deadline: June 30, 2015 (for data collected between January 1 and June 30, 2015).

  17. Reporting (cont…) Formative Assessment Data Reporting: • EEC will monitor the formative assessment data collected by programs twice per year via reviews of aggregate classroom reports to ensure that programs are regularly assessing children and entering the data. • EEC will not examine individual child data or use this information to assess the strengths or weaknesses of individual programs. • Assessment data reporting deadlines for FY 2015 are as follows: • Fall Reporting Deadline: December 31, 2014 (for data collected between July 1 and December 31, 2014). • Spring Reporting Deadline: June 30, 2015 (for data collected between January 1 and June 30, 2015).

  18. Narrative Questions • Screening/Formative Assessment Data (3 sub-questions) • Massachusetts QRIS (4 sub-questions) • Compensation Packages for Lead Teachers (3 sub-questions) • Pre-Kindergarten to Grade Three Alignment

  19. Projected Deliverables

  20. Project Duration • July 1, 2014 – June 30, 2015 • Please note that UPK will be a topic of discussion and vote at the EEC Board Meetings this upcoming Fall to address making significant changes to the structure of the FY 2016 UPK Grant. • EEC anticipates that the FY 2016 UPK grant will be open competitive.

  21. Funding • EEC estimates that approximately $6,300,000 will be available for funding this renewal grant. • Funding will continue to be limited up to a maximum of five 5 “high needs children” per classroom. • The funding formula continues to allocate $3,009 per “high needs child” in the classroom.

  22. Funding (Continued) • In order to be eligible to receive the full award amount, programs must be providing full-day, full-year services. Full-day, full-year programs are defined as operating for at least 231 days and 2,079 hours per year. For programs providing less than full-day, full-year services, award amounts will be proportionately reduced based on the number of hours that a classroom/family child care home is in operation per year (as reported in the FY 2015 UPK Site Survey). • Classrooms/family child care homes operating for: • Three-quarters time care (1,560 through 2,078 hours per year) will receive 75% of the grant award; • Part-time care (1,080 through 1,559 hours) per year will receive 60% of the grant award; and • Less than part-time care (less than 1,080 hours per year) will receive 50% of the grant award.

  23. Funding (Continued) • EEC estimates that approximately $6,300,000 will be available for FY 2015 funding this renewal grant. EEC anticipates that grantees will be level funded at their FY 2014 fund allocations. Grantees are invited to apply for maximum funding which will be subject to the FY 2015 final state budget. • All funding associated with this renewal grant is ultimately subject to FY 2015 final state budget allotment and appropriations, budget language, and EEC Board approval.  In the event that a reduction in funding occurs, EEC reserves the right to reduce grant awards and/or modify required services or priorities associated with these renewal grants. • Should additional funds become available, EEC reserves the right to make additional awards based on the responses received, the needs of the Commonwealth, identified professional development needs, if applicable, and/or best value to the Commonwealth. EEC reserves the right to reallocate funding to existing grantees in the event one or more grant is terminated or ended prior to the grant term. EEC also reserves the right, in the event additional funding becomes available, to add additional required services and/or extend the existing services.

  24. Allowable Fund Use • Funds associated with this grant must be used to continue to support the UPK grant objectives, goals and priorities. EEC reserves the right to approve, deny or request modifications on planned fund use • Administrators: A person whose job is to manage a company, school, or other organization. • Instructional/Professional Staff: Professional staff who are certified or licensed to provide either instructional or direct services. • Support Staff: Paraprofessional, clerical, or non-professional staff who provide either non-instructional services or support services. • Fringe Benefits: Fringe benefits are allowances and services by employers to their employees as compensation in addition to regular salaries and wages. Fringe benefits include Federal Tax, State Tax, FICA, Mass Unemployment, Health Insurance, Worker's Compensation, Medicare, SUTA, Other Retirement Systems, Other Fringe costs, as applicable.

  25. Allowable Fund Use • Contractual Services: Funds to pay to another individual to carry out a single purpose or specific service to meet the objectives of the grant at a specific rate per Hour/Day/Week/Year/Flat. Details regarding the number of Hours/Days/Weeks/Year/Flat should be outlined when requesting these funds. • Supplies & Materials: Supplies that will be used to carry out the required services of the grant. These supplies and materials are items costing less than $5,000 per unit or having a useful life of less than a year. • Laptops (price not to exceed $1000.00 per laptop) • Tablets (price not to exceed $600.00 per tablet) • Travel: In-state travel expenses for program administrators, program coordinators, and professional staff for travel costs required to implement grant specific activities (i.e. mileage).

  26. Allowable Fund Use • Other Costs: This sub-line is used to indicate costs associated with a variety of activities outlined in the application instructions. • Purchase of Food needs to be connected to the UPK Grant Priorities that address: • (1) enhancing current or providing new family engagement activities; and/or • (2) enhancing current or providing new transitional supports to children moving to/from other programs or to kindergarten.  • Staff Training • If requesting funds for staff training, please see Line Item 9: Capacity Building: Professional Development Opportunities. • Direct Service Transportation • Other

  27. Allowable Fund Use • Capacity Building: May be defined as activities that strengthen a program's ability to effectively fulfill the requirements of the grant. • Professional Development • Application Fees • CEU Courses • College Courses • Other: • Assessment and Screening Supports and Online Licenses • Accreditation Support • Comprehensive Services • Curricula and Enrichment Activities • Family Support* • Full Day/Full Year Services • Transition to Kindergarten Activities and Supports*

  28. Allowable Fund Use • Indirect Cost: Indirect Costs are costs incurred for common objectives that benefit multiple programs administered by the grantee organization, or the organization as a whole, and as such are not readily assignable to a particular program funding stream. • Indirect Costs are part of the expenses allocated to administrative funds. • Under no circumstances can the use of the indirect cost rate exceed the amount of funds (8% of the total grant) allocated to administrative purposes. • A grantee can use an indirect cost rate ONLY IF it submits documentation stating the approved rate on letterhead from the approving agency. The Indirect Cost Rate Letter (Federal) is usually from Health and Human Services. Public Schools do not need an Indirect Cost Rate approval letter. Their rate is provided by The Department of Elementary and Secondary Education. Applicants must write their actual approved Indirect Cost Rate in Indirect Cost Rate box in the Online Application. In the absence of having an approval letter, applicants must give us a detailed Admin budget.

  29. AllowableFundUse • Equipment: Tangible nonexpendable personal property including exempt property charged directly to the award having a useful life of more than one year and an acquisition cost of $5000 or more per unit. • Subcontractors/Providers: Funds paid out to another program or agency to carry out an entire part (sub-part) of the grant. • All subcontractors and partners performing services on behalf of the applicant to meet the required services of this grant proposal must be approved by EEC.

  30. Allowable Fund Use • All Administration Costs for the Lead agency and Subcontractors (if applicable) cannot exceed 8% of the requested grant amount. • Fiscal administration and oversight costs. For the purposes of this Grant Application, Grants Administration expenses are defined as the following: • Supervisor/Director salary/wages • Secretary/Bookkeeper salary/wages • Stipends for Supervisor/Director and/or Secretary/Bookkeeper • Fringe Benefits for Supervisor/Director and/or Secretary/Bookkeeper • Indirect Costs

  31. Allowable Fund Use • Other Costs: This sub-line is used to indicate costs associated with a variety of activities outlined in the application instructions. • Advertising • Equipment Rental • Maintenance/Repairs • Memberships and Subscriptions • Printing/Reproduction • Note that photocopying costs belong under printing/reproduction in this line; while amounts budgeted to purchase paper for the photocopier would be listed under Supplies. The lease of a photocopying machine would be listed under Rental Space in this line, while the purchase of such a machine would be listed under Supplies or Equipment, depending on the cost. • Rental of Space • Telephone/Utilities

  32. Unallowable Fund Use • Out-of-State Travel • Lobbying Expenses • Capital Items: a capital item is: (a) an asset or group of assets of nonexpendable personal property having a useful life of more than one year and an acquisition cost which equals or exceeds the capitalization level established and certified by the Grantee in accordance with generally accepted accounting principles for financial statement purposes; or (b) a repair, betterment or improvement or a group of repairs, betterments or improvements of non-movable assets which costs more than $500 in aggregate and which adds to the permanent value of an asset or prolongs its useful life for more than one year (e.g. the installation of in-wall wiring for computer networks, the installation of security/intercom systems, shade coverings, playground structures, sheds, classroom shelving units, carpeting, remodeling, etc.).

  33. Unallowable Fund Use • The Administration for Children and Families (ACF) has informed EEC that early education and care programs that receive funds through the FY 2015 UPK Grant may not use those funds toward their federal Head Start match requirements. EEC uses 100% of the UPK state appropriation for Commonwealth federal match requirements, thus precluding other entities from using the same money for federal match and/or maintenance of effort requirements.  (This preclusion also includes recipients of funding from any other EEC appropriation other than the Head Start grant program, Line Item 3000-5000). 

  34. Additional Information • Lead agencies with multiple UPK sites and family child care systems must communicate and consult with individual sites and family child care educators about the plan for UPK funds during the application process and throughout the grant period. UPK funds may not currently be used to benefit other sites within the same lead agency with the exception of certain agency and/or community-wide professional development opportunities when there is minimal or no additional cost to doing so. • No more than 10% of a site’s total grantmay be spent on educational materials, supplies, or equipment (including technology purchases)  • Funding must directly benefit and target the children in the UPK classrooms/family child care homes. With justification that is approved by EEC, programs may also use funds to benefit other classrooms and areas of the program within the same site in accordance with UPK goals and priorities.

  35. Additional Information • Funded activities should support the diverse learning needs of all children, including high needs children, children with special needs, challenging behaviors and dual language learners. • Family child care systems receiving funds for designated UPK family child care grantees must pass through at least 50% of their total UPK grantdirectly to participating educators. • “Pass through” means that educators will receive the funds directly through stipends or direct payments and decide how to spend these funds, with support from system staff, to improve the quality of their programs. Individual family child care educator budgets must detail how funds will be spent on quality improvement activities.

  36. FY 2015 Appendix B: Budget Guidelines

  37. Posting of Grant Related Information • Grant Posting Available: • On EEC’s website at http://www.mass.gov/eec under Funding Opportunities- Renewal Grants • Grantees are responsible for checking EEC’s website for any updates to the Grant Application Information.

  38. Link to Online Application Located on the EEC Website is a link to access the Universal Pre-Kindergarten Online Application. This will take you to the Introduction page.

  39. Accessing the Online Application: Introduction Page • Enter the Online Application by clicking Start Online Application.

  40. Accessing the Online Application • Select your agency from the drop-down menu.

  41. Login • Create a password. Please write down this password for your records. You will need this password to access your Online Application in the future. • The next time you log into the Online Application, the system will prompt you to enter your existing password.

  42. Questionnaire-Eligibility Requirements • Click on the Questionnaire-Eligibility Requirements to ensure your program meets all of the grant criteria.

  43. Site Survey • You will see this message once you complete the Eligibility Requirements if your program is eligible to apply. • The Site Survey includes three sections: Program Information, Program Operation and Enrollment Information, and Classroom Information.

  44. Program Information • Program Information:

  45. Program Operation and Enrollment Information • The information you provide in this section will determine your program's eligibility amount. Please see the explanation in the grey box that explains if you are eligible to receive the full award amount. Please note: Once this page is saved, your program's eligibility amount will appear in green.

  46. Classroom Information • If the total number of high needs children in the classroom is 5 or greater, you will need to complete all 5 columns of chart below that includes the Child's ID and risk factors. If the number is less than 5, then you would complete the number that matches your information.

  47. Classroom Information (continued)

  48. Classroom Information • Please note: The number of children in the demographic section must equal the total number of children in the classroom. You will see this alert if the numbers do not match. • You will see an alert if the total number of children who are English Language Learners in the classroom is greater than the number of children in the classroom.

  49. Cover Page • Please note that there is a box for a Federal Tax ID. • You must use the same format as the example: 00-0000000.

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